Create a Draft Invoice by Merging Multiple Job Invoices

Use this activity to create a draft invoice by merging multiple job invoices.

Merged job invoices must have the same client, project, contact, currency and ignore tax check box state, and none of them must be cancelled.

Restrictions on drafting the invoice:

  • If the invoice's Invoice Status is something other than Initial, then the action does not proceed.
  • If the invoice is associated with a job that has a Workflow Status of Finalised, then the action does not proceed.
  • Note that, if the invoice is associated with a job whose Workflow Status is Cancelled, then all invoice processes are still available, so that the invoice can be raised.

  • This activity is rejected where any related job is locked by another user.

You can choose whether to create a draft invoice by merging multiple job invoices either interactively or by sending the task to the system batch queue:

  • Merge invoices (grouped-by-job pricing mode) uses a CCBINVM task on the system batch queue.
  • Combine invoices (combined-job pricing mode) uses a CCBINVC task on the system batch queue.

Refer to Maintaining Schedules and Batch Job Executions, Conditions for Setting Job Locks from Invoice or Financial Report and Conditions for Releasing Job Locks set from Invoice or Financial Report.

This activity can be performed only on an invoice with an Invoice Status of Initial.

Activity Steps

  1. Search for the initial state invoices.
  2. Check the selection check box on the search results rows.
  3. Do one of the following:
    1. To create a merged invoice that has a grouped-by-job pricing mode:
      1. Click Merge Invoices to display the Reprice dialog box.
      2. Leave the Process via the Batch Queue check box cleared to execute the reprice task interactively, or check the check box to execute the reprice task on the system batch queue.
      3. Click OK.
    2. To create a merged invoice that has a combined-job pricing mode:
      1. Click Combine Invoices to display the Reprice dialog box.
      2. Leave the Process via the Batch Queue check box cleared to execute the reprice task interactively, or check the check box to execute the reprice task on the system batch queue.
      3. Click OK.

        Note:Change the Pricing Mode of a Merged Invoice, as required, up until the invoice is released. A reprice is done as part of changing the pricing mode, to reflect the new pricing structure.

    A warning is given if any job invoice in the merged invoice does not have samples and tests assigned.

    Where a draft invoice is created by merging multiple job invoices via the system batch queue:

    When an invoice is drafted by merging multiple job invoices, the invoice's Invoice Status is set to Draft.

    All selected invoices that went into the merge are now part of the merged invoice. The first job invoice that was in the selection becomes the primary job invoice in the merged invoice. The second and subsequent job invoices in the merged invoice are hidden on the grid. The grid displays the invoice number of the primary job invoice.

    The invoice's currency is set to the primary job invoice's currency, and the invoice's line items are generated using that currency. The invoice displays the Exchange Rate to convert from the invoice's Currency to the laboratory's Currency, based on the Exchange Rate of the primary job invoice in the invoice.

    When a job invoice is created or when the job invoice's Project Code is updated, where the job invoice's Project Code is not defined or the job invoice's Project Code is defined but the project does not have a Discount, then the job invoice's Discount defaults from the client, otherwise it defaults from the project. The discount is updatable on the job invoice. When a draft invoice is created from a single job invoice, then the invoice's Discount defaults from the job invoice. When a draft invoice is created by merging multiple job invoices, then the invoice's Discount defaults to the primary job invoice. When the invoice's Project Code is updated, where the invoice's Project Code is not defined or the invoice's Project Code is defined but the project does not have a Discount, then the invoice's Discount defaults from the client, otherwise it defaults from the project.

    The Description on the invoice header is set to the description of the primary job invoice in the invoice, and Email To defaults to the contact's email address.

    Where the laboratory's Merge Invoice Pricing Mode is set to All and the Merge Invoices option is used to merge multiple job invoices into one invoice, or where the laboratory's Merge Invoice Pricing Mode is set to Grouped by Job and the Merge option is used to merge multiple job invoices into one invoice, then the invoice has a grouped-by-job pricing mode. Where the laboratory's Merge Invoice Pricing Mode is set to All and the Combine Invoices option is used to merge multiple job invoices into one invoice, or where the laboratory's Merge Invoice Pricing Mode is set to Combined Jobs and the Merge option is used to merge multiple job invoices into one invoice, then the invoice has a combined-job pricing mode.

    Where an invoice contains multiple job invoices merged using a grouped-by-job pricing mode, then the Surcharge, Rebate and Line Items tabs appear under each job invoice in the invoice. Where an invoice contains a single job invoice, or multiple job invoices merged using a combined-job pricing mode, then the Surcharge, Rebate and Line Items tabs appear at the invoice level, and the line items are raised from the combined jobs.

    Where the invoice is grouped-by-job, then surcharges, rebates and line items from each job invoice are not aggregated but kept distinct under each job invoice in the merged invoice.

    Where the invoice is combined-job, then surcharges, rebates and line items from each job invoice are aggregated in the merged invoice. In this process, a distinct list of surcharges, a distinct list of rebates, and merged counts from the jobs are used to determine the line items.

    The primary job invoice's taxes are inherited by the invoice.

    Once merged, the processes for managing the invoice are the same as for a single job invoice. Any of the individual invoices that went into the merged invoice no longer appear in invoice search results.

Example of a combined-job merging of job invoices

Given the following scenario:

 

Job Invoices

 

 

Job1

 

 

 

 

Job1Invoice1

 

 

 

 

Surcharges

Sequence

 

 

Sample Holding Fees

1

 

 

Administrative Fees

2

 

 

Rebates

Sequence

 

 

Bulk Samples Discount

1

 

 

Loyalty Discount

2

 

Job1Invoice2

 

 

 

 

Surcharges

Sequence

 

 

Administrative Fees

1

 

 

Batch Fees

2

 

 

Sample Holding Fees

3

 

 

Rebates

Sequence

 

 

Single Product Rebate

1

 

 

Bulk Samples Discount

2

 

 

Loyalty Discount

3

Job2

 

 

 

 

Job2Invoice1

 

 

 

 

Surcharges

Sequence

 

 

Administrative Fees

1

 

 

Report Fees

2

 

 

Sample Holding Fees

3

 

 

Rebates

Sequence

 

 

Price-Cut

1

 

 

Bundled Discount

2

When these job invoices are merged into a combined-job invoice, then the surcharges and rebates grid are displayed with a distinct list of surcharge codes from Job1Invoice1, Job1Invoice2 and Job2Invoice1, and a distinct list of rebate codes from Job1Invoice1, Job1Invoice2 and Job2Invoice1, respectively, as follows:

Invoice No

 

 

INV001

Surcharges

Sequence

 

Sample Handling Fees

1

 

Administrative Fees

2

 

Batch Fees

3

 

Report Fees

4

 

Rebates

Sequence

 

Bulk Samples Discount

1

 

Loyalty Discount

2

 

Single Product Rebate

3

 

Price-Cut

4

 

Bundled Discount

5